Hiring: Office Administration Executive

Job Location: Surat, Gujarat

Department: Administration & Facility Management

Designation: Office Administration Executive

Employment Type: Full-Time, Permanent

Qualification: Any Graduate / Diploma in Administration, Facility Management, or Relevant Discipline

Job Summary

We are looking for a proactive, disciplined, resourceful, and hands-on Office Administration Executive to independently manage day-to-day office administration, housekeeping, facility maintenance, guest house management, training centre facilities, inventory, local procurement, and administrative compliance.

The selected candidate will be responsible for maintaining all company premises in excellent working condition, ensuring cleanliness, hygiene, safety, operational readiness, cost control, and timely completion of administrative activities.

The role requires regular physical inspections, strong vendor coordination, effective follow-up, timely issue resolution, and the ability to execute additional administrative responsibilities assigned by management.

Key Roles & Responsibilities

1. Housekeeping, Cleanliness & Hygiene Management

- Ensure proper housekeeping, cleanliness, hygiene, and upkeep of corporate offices, guest houses, training centres, meeting rooms, common areas, washrooms, pantry, storage areas, and other management-designated premises.
- Conduct daily physical inspections of all assigned facilities and ensure they are maintained in a clean, organized, and professional condition.
- Supervise housekeeping personnel and outsourced cleaning agencies.
- Prepare and implement daily, weekly, and monthly housekeeping schedules and inspection checklists.
- Monitor washroom hygiene, pantry cleanliness, drinking water facilities, waste disposal, pest control, and sanitation arrangements.
- Ensure availability of cleaning materials, toiletries, hygiene consumables, and other housekeeping supplies.
- Identify housekeeping deficiencies and ensure immediate corrective action.
- Maintain housekeeping inspection reports and track recurring deficiencies.
- Ensure facilities are prepared and maintained to appropriate standards for client visits, audits, meetings, and management inspections.

2. Office, Guest House & Training Centre Administration

- Independently manage administrative arrangements at the corporate office, guest houses, training centres, and other assigned locations.
- Ensure guest houses are clean, furnished, functional, secure, and ready for employee or guest accommodation.
- Coordinate room allotment, check-in/check-out, linen management, laundry, housekeeping, utilities, and minor repairs.
- Maintain guest house occupancy, visitor, asset, and expense records.
- Ensure training rooms, classrooms, meeting rooms, and conference facilities are ready before scheduled programmes.
- Coordinate seating arrangements, air conditioning, lighting, projectors, audio-visual equipment, stationery, drinking water, and refreshments.
- Arrange administrative and logistical support for internal training, external training, client visits, meetings, and company events.
- Conduct periodic facility inspections and report maintenance or improvement requirements to management.
- Extend administrative support to additional premises or locations as instructed by management.

3. Repair, Maintenance & Facility Management

- Take complete ownership of routine and preventive maintenance of company premises and facilities.
- Coordinate electrical, plumbing, carpentry, painting, civil, furniture, air-conditioning, RO water purifier, CCTV, access control, and other facility-related repairs.
- Maintain a comprehensive repair and maintenance register with complaint date, issue description, vendor details, estimated cost, completion date, and status.
- Conduct regular inspections to identify damaged furniture, faulty electrical equipment, water leakage, broken fixtures, unsafe conditions, and other infrastructure issues.
- Arrange immediate corrective actions for urgent breakdowns.
- Develop and monitor preventive maintenance schedules for essential equipment and infrastructure.
- Coordinate with contractors, technicians, building management, landlords, and service providers.
- Obtain quotations, compare costs, seek approvals, and ensure satisfactory completion of repair work.
- Verify the quality of completed maintenance work before recommending vendor payment.
- Ensure minimal operational disruption due to facility-related issues.

4. Statutory Licences,



Renewals & Administrative Compliance

- Maintain a centralized register of all applicable office and facility-related licences, registrations, permits, certificates, agreements, and renewal requirements.
- Track validity and coordinate timely renewals of applicable Shop & Establishment registrations, fire safety approvals, building-related permissions, trade licences, and other statutory documents, wherever required.
- Coordinate renewal of lease agreements, rental agreements, maintenance contracts, insurance policies, and facility-related service agreements.
- Maintain records of applicable equipment inspections, maintenance certifications, and regulatory requirements.
- Coordinate with government departments, consultants, landlords, vendors, and internal stakeholders for documentation and renewals.
- Maintain advance reminders to prevent expiry, non-compliance, penalties, or operational disruption.
- Organize physical and digital records of licences, approvals, contracts, and statutory correspondence.
- Support administrative documentation during inspections, internal audits, and external audits.

5. Inventory, Asset & Hardware Management

- Maintain accurate inventory of office furniture, fixtures, electrical equipment, computers, laptops, printers, monitors, networking accessories, projectors, training equipment, and other company assets.
- Maintain an updated fixed asset register with asset identification, serial number, location, assigned employee, purchase date, warranty, and condition.
- Coordinate allocation, transfer, return, and physical verification of assets.
- Manage stock of stationery, housekeeping materials, pantry supplies, office consumables, and other administrative items.
- Maintain stock inward/outward registers, minimum stock levels, and periodic reconciliation reports.
- Coordinate hardware inventory and asset handover with the IT department.
- Monitor hardware warranty periods, repair requirements, service status, and replacement needs.
- Ensure proper documentation of damaged, obsolete, missing, or non-functional assets.
- Support employee onboarding and exit formalities through asset issuance and recovery.
- Conduct periodic physical inventory audits and report discrepancies to management.

6. Local Purchasing & Vendor Management

- Handle local procurement of office supplies, housekeeping materials, furniture, hardware accessories, repair materials, pantry items, and other approved administrative requirements.
- Identify suitable vendors and develop reliable local supplier networks.
- Obtain competitive quotations and negotiate pricing, quality, service terms, and delivery schedules.
- Prepare purchase requests and obtain management approvals before procurement.
- Ensure timely procurement without unnecessary expenditure or operational delays.
- Maintain vendor databases, quotations, purchase records, delivery challans, and invoices.
- Verify material quantity and quality before acceptance.
- Coordinate with Accounts for invoice submission, payment processing, and vendor reconciliation.
- Monitor vendor performance, response times, pricing, and service quality.
- Identify opportunities for cost reduction and improved procurement efficiency.

7. Travel, Accommodation & Transportation Coordination

- Coordinate employee and management travel arrangements as per approved company requirements.
- Arrange flight, railway, bus, hotel, and local transportation bookings.
- Coordinate guest house accommodation and hotel reservations for employees, trainers, visitors, and management.
- Arrange airport/railway station pickups, drops, local taxis, and transportation for official visits.
- Maintain travel booking details, expenses, invoices, and supporting records.
- Coordinate travel changes, cancellations, and urgent arrangements.
- Ensure travel arrangements comply with company policies and approved budgets.
- Support logistics for company events, training programmes, exhibitions, and client visits.

8. Office Utilities, AMC & Service Coordination

- Monitor electricity, water, internet, telephone, housekeeping, security,



and other facility-related services.
- Ensure timely processing of utility bills and recurring administrative payments.
- Maintain and track Annual Maintenance Contracts (AMCs) for AC systems, RO plants, fire protection equipment, CCTV, printers, and other applicable facilities.
- Coordinate scheduled preventive maintenance visits and service completion reports.
- Monitor contract validity, renewal dates, vendor performance, and service response times.
- Ensure continuity of essential office services and escalate interruptions promptly.

9. Administrative Records, MIS & Reporting

- Maintain accurate administrative records, registers, checklists, and supporting documents.
- Prepare daily facility inspection reports and pending maintenance action lists.
- Maintain trackers for housekeeping, repairs, licences, renewals, inventory, purchasing, AMCs, and administrative expenses.
- Submit weekly administrative status reports to management.
- Prepare monthly administrative expenditure and budget-versus-actual summaries.
- Highlight overdue activities, upcoming renewals, recurring facility issues, and cost-saving opportunities.
- Maintain proper filing and documentation for audit readiness.
- Use MS Excel, Google Sheets, email, and other company software for reporting and record management.

10. Management Support & Additional Responsibilities

- Execute administrative instructions issued by management within defined timelines.
- Coordinate arrangements for important visitors, clients, senior management, and official meetings.
- Support office shifting, renovation, expansion, seating arrangements, and infrastructure improvement activities.
- Coordinate with HR, Accounts, IT, Training, Operations, and other departments to resolve administrative requirements.
- Handle urgent facility-related issues and ensure timely resolution.
- Visit company premises, guest houses, training centres, and other designated locations whenever required.
- Perform other reasonable office administration and facility management duties assigned by management.

Required Skills & Competencies

- Strong practical experience in office administration and facility management.
- Hands-on experience in housekeeping supervision and maintenance coordination.
- Positive knowledge of local purchasing, inventory management, and vendor negotiations.
- Ability to manage multiple facilities and administrative priorities independently.
- Familiarity with administrative licences, agreements, and renewal tracking.
- Valuable working knowledge of MS Excel, MS Word, email, and digital recordkeeping.
- Strong communication, coordination, negotiation, and problem-solving skills.
- Ability to identify issues proactively and follow through until closure.
- Good time management, discipline, accountability, and attention to detail.
- Willingness to undertake physical inspections and field visits.

Preferred Candidate Profile

- 2 to 5 years of relevant experience in corporate administration, facility management, office operations, or a similar role.
- Experience managing corporate offices, guest houses, training centres, or multiple facilities will be an advantage.
- Experience handling housekeeping staff, maintenance vendors, local purchasing, and administrative documentation.
- Candidates familiar with Surat-based vendors and local service providers will be preferred.
- Should be comfortable handling both desk-based administration and hands-on field activities.
- Must demonstrate ownership, integrity, cost consciousness, and a strong execution-oriented approach.
- Should be willing to travel locally for purchases, vendor coordination, and facility inspections.

Key Performance Indicators (KPIs) Performance will be evaluated based on:
1. Housekeeping & Hygiene: Consistent cleanliness and upkeep of all assigned facilities.
2. Maintenance Resolution: Timely closure of repair and maintenance complaints.
3. Licence & AMC Renewals: Zero avoidable expiries due to administrative delays.
4. Inventory Accuracy: Proper asset records, stock control, and periodic verification.
5. Procurement Efficiency: Timely purchasing, cost optimization, and vendor performance.
6. Facility Readiness: Operational readiness of offices, guest houses, and training centres.
7. Cost Control: Effective management of administrative and facility expenses.
8. Reporting & Compliance: Timely submission of accurate records and MIS reports.
9. Management Instructions: Timely completion of assigned administrative activities.

📌 Administration Executive and Office Assistant (Surat)
🏢 Coreehs
📍 Surat